Project Plan Development
Dr. James Jiang
University of Central Florida
Project Plan Development
 Project Plan Development Approach
 Setting Up Tasks
 Planning the Transition from the Project
Team to a Line Organization
 Project Documentation
 Project Plan Evaluation
 Some Guidelines
Project Plan Development Approach
 What is the purpose of the project?
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Management
Technology
Business Process
Customers
Suppliers
 What is the scope of the project?
 What are the tangible benefits from
completing the project? “If the project were not done or
if it failed, what would be the impact?”
Project Plan Development Approach
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Step 1: Determine the project concept
Step 2: Assess the project
Step 3: Develop a strategy for the project
Step 4: Identify major milestones and initial schedule
Step 5: Define initial budget – using milestones.
Step 6: Identify groups/organizations will be involved
Step 7: Determine the methods/tools to be employed in the
project
Step 8: Identify the areas of risk and association them with
milestones and tasks
Step 9: Refine the schedule and budget
Step 10: Identify project manager/leader
Step 11: Identify and establish the project team
Step 12: Develop the detailed project plan
Step 1: Determine the Project Concept
 Project Concept:
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Purpose of the project
Scope of the project
Benefits of the project
General roles of the project – which organizations are
going to do what
Basic issues that the project may face
 Evaluation of Specific Objectives & Scope
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Do the objectives and scope fit with the organization?
Are the objectives too broad or too focused?
Are potential resources available?
What are the areas of risks?
Are the benefits reasonable given the purpose and scope?
Step 2: Assess the Project
 Perspectives:
 Technology
 Competition
 Government Regulations
 Politics
 Cross-impacts examples
 First, determine which items can be employed in the
project
 Second, determine where risks lie up front, before the
project is started.
 Third, use the list to validate your objectives and
scope.
Step 3: Develop a Strategy for the
Project
 What should your strategy address?
 How will you organize the project?
 How will you select the project leader/team?
 What will be the role of the team in project management?
 How will you manage risk and address issues?
 First – define your approach for each of the above items
(including alternatives)
 Second – refine your approach by considering political,
organizational, and technological factors
 Third – evaluate each alternative
Step 4: Identify Major Milestones and
Initial Schedule
 Milestones:
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Draw up at least 10 to 20 milestones for each
subprojects.
Logically relate the milestones between the
subprojects in terms of dependences.
Take a piece of paper and lay it out sideways.
Step 5: Define Initial Budget
 List 4 or 5 key resources for each milestone
 Next, develop an initial budget by milestones
for each subprojects (always develop your initial budget
buttom-up).
 Estimate overhead and other resources as a
group (including facilities, supplies, and equipments as well
as personnel).
Step 6: Identify Groups/Organizations Will
be Involved
 Organization
Role
 Create an table as above.
Impt. of Involvement
Step 7: Determine the Methods &
Tools to be Employed in the Project
 First, determine the set of methods/tools for
the actual work.
 Another set of methods and tools for the
project management.
Step 8: Identify the Areas of Risk and Associate
them with Milestones & Tasks
 Refine and label more detailed milestones which
involve risks (smaller milestones).
 Use the list of issues that may impact the project as
defined in the project concept.
 Identify any tasks (milestones) to which an issue
pertains.
Step 9: Refine the Schedule and
Budget
 Refine the estimates of budgets and schedule
based upon the “risks” identified in the tasks.
Step 10: Identify Project Managers
 Identify several alternative project managers
 Need a backup plan for a project leader when
leaves a project before completion.
Step 11: Identify and Establish the
Project Team
 Identify and establish a few key people as the
core of the project team.
Step 12: Develop Detailed Project Plan
 For each subproject enter the milestones and the
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resources that you identified.
New define the tasks that lead up to each milestone
(you now have a work breakdown structure with a list
of tasks).
Establish dependencies between tasks.
Assign up 4 to 5 resources per task.
Estimate the duration of each task and set the start
date of the project.
Assign the quantity of each resource for the tasks.
Analyze the schedule and make changes by
changing duration, dependencies, resources, and
starting dates.
Setting Up Tasks
 Keep the task description simple – less than 30
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characteristics
If the task name is compound or complex, split the
task.
Start each task with an action verb.
Use a field in the project database for responsibility
for the task.
Each detailed task should be from 2 to 10 days long.
Use standard abbreviations wherever possible.
Number all tasks in an outline form.
Establish categories of resources (e.g., personnel,
equipment, facilities, etc).
Setting Up Tasks …
 Try to avoid using the individual names of people
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(Put a job little abbreviated form instead).
Keep resource names to less than 10 characteristics.
Use a field in the software to indicate which tasks
have substantial risk.
Use task outlining and indenting.
Group the task with appropriate milestones.
Label milestones as such (e.g., M: Foundation
completed).
Use a field to put in the name of the person (or
organization accountable for the tasks).
Planning the Transaction from the
Project Team to a Line Organization
 Identify the organization that will be
responsible for the results of the project.
 Work with the organization to determine
several people who will be responsible for
day-to-day operation.
 Plan a limited role for these individuals in the
project before the transition to get them
committed and involved in the project.
Project Documentation
 Depends on the size and complexity of the project
 Justify the time spent on documentation on the
grounds of managing risks and for marketing.
 Recommended Items:
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A project plan for the overall project.
Detailed project plans for each subproject
A list of initial known issues for the project
A description of interfaces between subprojects.
A description of the roles of organizations involved in
the project.
Do you have a Winning Plan?
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Are the objectives and scope consistent?
Is the scope reflected in the range of tasks?
Is the strategy borne out in the tasks?
Have you identified the areas of risks?
Have you defined the key resources?
Have you associated tasks that carry risk with
the list of issues?
 If you were assigned the job of attacking the
plan, what would you see as the major
weakness?
Some Guidelines
 Build a plan with great detail on the near-term tasks
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but less detail for tasks that are further out in the
future.
Take a project and divide it into phases.
Remain sensitive to the environment
Understand what Not to do in a project
Hold one person accountable for each detailed task
Minimize documentation
Analyze risks at the start of a project
Use a chart to create a picture of the project
Status Check
 Does your firm follow an established sequence
of steps in developing project plans?
 How are small projects handled differently from
large projects in your company?
 If you were to develop a new project plan, what
guideline, templates, and other support are
offered in your organization?